Job summary
This vacancy is internal only.
An exciting opportunity has arisen to join the Medicine Care Group administration team as the PA to Lisa and Rachael, Associate Directors of Operations for 12 months fixed term. We invite you to submit an expression of interest, by email, setting out your key skills, experience and reasons for applying for this role. We are looking for a highly skilled administrator who is organised, proactive and flexible. The role will cover a range of duties from comprehensive diary management, full meeting facilitation for external, corporate and internal meetings and coordination of care group work and support the co-ordination of the Consultant Annual Leave process. This is a great opportunity for you to join a busy and ambitious care group management team, supporting us to make progress and improvements for our services and patients.
You will be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in their role. You will share the Trust values and be committed to equality, diversity and inclusion. The Medicine Care group is one of nine care groups at the Sheffield Children's Hospital covering a wide range of medical specialties and teams.
Main duties of the job
The main responsibilities are to provide efficient administrative support to Associate Director & Clinical Director for the Division of Medicine by delivering high quality secretarial and administrative services
This includes:
- Managing diaries for senior managers eg booking meetings in/arranging meetings for large groups of busy people.
- Meetings - experience of gathering papers, minuting the meetings, producing action log and meeting minutes.
- Excel spreadsheets - ability to use basic excel to store information / maintain excel databases.
- Working with Consultants to record and update annual leave and study leave.
- Working with a wide range of internal and external customers to keep the business of the care group running.
You should be educated to A level, have a good working knowledge of Microsoft packages and experience of diary management, as well as the ability to prioritise work effectively.
About us
At Sheffield Children's, our purpose is clear: to provide healthier futures for children and young people. Our three strategic aims are:
- Outstanding Patient Care
- Brilliant Place to work
- Leaders in Children's Health
We work successfully with local, regional, and national partners to provide physical and mental healthcare across acute and community settings. Many of our clinicians are amongst the best in their field, recognised nationally and internationally for their expertise.
As well as having enormous pride in what we do, we are a friendly, welcoming, and motivated NHS Trust who are guided by our CARE values: Compassion, Accountability, Respect, and Excellence. Our nearly 4000 colleagues live these values, ensuring kind and compassionate care that makes patients and their families feel safe and at home.
As we approach our 150th anniversary in 2026, we remain committed to enhancing our reputation in children's health leadership, improving the experiences of both patient and colleagues, and focusing on our communities and population health.
Job description
Job responsibilities
For more information on the main responsibilities for this post, please refer to the job description and person specification.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Job description
Job responsibilities
For more information on the main responsibilities for this post, please refer to the job description and person specification.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Person Specification
Qualifications
Essential
Desirable
- Qualification in relevant IT or management subject
Experience
Essential
- Competent user of Microsoft Word, Excel and the internet
- Experience of collecting, reviewing and inputting information into databases and spreadsheets
- Experience in solving complex problems
- Experience of understanding patient care notes
- Experience with compiling information from a number of sources and presenting it in written format
- Experience of diary management
- Appreciation of data protection and confidentiality issues
Desirable
- Skilled user of Microsoft Office; Word, Excel, PowerPoint & Outlook
- Understanding of basic patient pathways in surgical or non-surgical setting
- Experience of using Trust Information Systems
- Experience of creating databases
Knowledge & Skills
Essential
- Able to prioritise and organise work under pressure to meet project deadlines
- Excellent verbal & written communication skills
- Adaptable and able to work both independently and as part of a team
- Able to relate to staff in a professional and organised manner
- Able to learn new skills
- Ability to read and interpret data and spreadsheets
- Practical IT skills, including use of Word, Excel, database input, Internet and E-mail
- Ability to use initiative
Desirable
- Ability to learn to understand and interpret medical terminology
Person Specification
Qualifications
Essential
Desirable
- Qualification in relevant IT or management subject
Experience
Essential
- Competent user of Microsoft Word, Excel and the internet
- Experience of collecting, reviewing and inputting information into databases and spreadsheets
- Experience in solving complex problems
- Experience of understanding patient care notes
- Experience with compiling information from a number of sources and presenting it in written format
- Experience of diary management
- Appreciation of data protection and confidentiality issues
Desirable
- Skilled user of Microsoft Office; Word, Excel, PowerPoint & Outlook
- Understanding of basic patient pathways in surgical or non-surgical setting
- Experience of using Trust Information Systems
- Experience of creating databases
Knowledge & Skills
Essential
- Able to prioritise and organise work under pressure to meet project deadlines
- Excellent verbal & written communication skills
- Adaptable and able to work both independently and as part of a team
- Able to relate to staff in a professional and organised manner
- Able to learn new skills
- Ability to read and interpret data and spreadsheets
- Practical IT skills, including use of Word, Excel, database input, Internet and E-mail
- Ability to use initiative
Desirable
- Ability to learn to understand and interpret medical terminology
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
